Lots of employees do not get a formal email writing training since it is the same as with face to face communication in person, isn’t it?
How you write emails may benefit or pull back your career.
Career experts shared their suggestions about it and we are listing them for you:
1. Don’t spread rumors
Experts tell that if you gossip via mail it may create the grounds for termination as well as being amateurish. Your email should not contain any bad remarks about others in the company or the company itself. If you don’t take this advice you may be shocked how fast it spreads.
2. Don’t digress
Time is crucial so get to the point when you are writing business mails. The most significant message should be on top.
For this, write a draft and edit it. Emails should not be longer than one or two paragraphs which may be too much and tiring for the receiver.
3. No personal business
At workplace your time is the company’s property. Do not conduct private business with the email of the firm you work for. This is both wrong and can get you in trouble.
4. Don’t criticize
You should avoid criticizing other people in emails especially in group mails. These issues and emotional interpersonal problems should be resolved face-to-face.
Experts suggest using a rule called the “the headline rule”. How would you feel if your mail was the headline of the newspapers of the following day? Would you feel good about it? If you’re saying no, consider hitting the send button!
5. Don’t send mail when you’re sentimental
Anger peaks may cause unintended messages and unwanted results if you send emails when you’re emotional. Experts say you shouldn’t send emails when you are frustrated, tired or hungry. You should control your psychological state before sending mails.
You can regain your solid mental state by getting away from your desk or walking or having some fresh air.
6. No jokes on work emails
Jokes are good in person but cause misunderstandings via email. Rachel Beohm coach and trainer at FORTE, a non-verbal communication coaching company says there are definite sorts of messages which don’t translate well in mails. With lack of eye contact and voice tone and gestures, sarcasm may be misinterpreted.
You should also not write anything offensive against a person’s religion, ethnicity, gender or sexual orientation, he says. These could cause legal issues and make you lose your job.